Client Background
GreenFay Farm Foods Pvt. Ltd. operates in agro-processing and exports, managing contract farming, cold storage, procurement, production, domestic sales, and international trade.
With multiple stakeholders including farmers, brokers, vendors, transporters, and storage partners, the company needed a centralized system to bring operational clarity, compliance, and financial control under one roof.
Key Challenges
Implementation Approach
The ERP was implemented in structured phases, covering procurement, contract farming, production,
cold storage, logistics, exports, sales, and finance.
The core objective was simple
Modules & Functional Coverage
Contract Farming Management
- Supports multiple contract types including Group, Farmer, and Broker contracts
- Manages seed supply responsibility with rate types such as Free, Subsidised, or Paid
- Configures buyback details with defined product rates and quantities
- Enables mapping and management of multiple farmers under a single contract
- Tracks contract progress from creation through approval to completion
- Maintains centralised farmer and group records
- Maps land, crop, and address details for each farmer or group
- Enables quick assignment and tracking of farmers and groups
- Records seed, fertilizer, and material requests under each contract
- Tracks distribution status to ensure transparency and accountability
- Ensures timely supply aligned with crop requirements
Impact: Improved contract visibility with better farmer coordination and transparent tracking of seeds, materials, and buyback commitments
Seeds Request & Distribution Planning
Record seeds, fertilizers, and materials issued under each contract
Track distribution status for transparency and accountability
Ensure timely supply aligned with crop requirements
Impact: Timely and well-planned seed and input distribution with clear visibility, improved accountability, and better alignment with crop schedules
Field Visit Management
Provide structured visit schedules through the Field Officer portal
Capture visit details with photos for verification
Impact: Improved field-level monitoring through structured visits and verified on-ground data captured with photographic evidence
Crop Monitoring and Field Insights
Log crop growth stages, health status, and field updates
Maintain consistent records to support timely interventions
Impact: Better crop visibility with timely insights, enabling proactive interventions and improved decision-making in the field
Harvesting Management
Record crop maturity and quality observations
Prepare planning for procurement and logistics
Capture truck dispatch details directly from the field
Track produce movement from farm to storage
Impact: Streamlined harvesting operations with accurate quality tracking, better logistics planning, and real-time visibility of produce movement from field to storage
Cold Storage & Transport Management
- Allow portal users to record QC, internal transfers, and updates
- Create and manage multiple cold storage locations
- Maintain contracts with cold storage service providers
- Record dispatch entries for stock sent to cold storage
- Confirm dispatches securely using OTP
- Manage inward and gate entries for stock received
- Organize lots for accurate and traceable storage
Impact: Improved cold storage control with secure dispatch confirmations, accurate stock traceability, and better coordination across multiple storage locations
WhatsApp Integration for Farmer & Vendor Communication
- Integrated WhatsApp as the primary communication channel with farmers, vendors, and brokers
- Automated farmer notifications for every operation from seed request to seed dispatch
- WhatsApp updates for contract creation, approvals, and key milestones
- Secure dispatch confirmation through OTP validation from farmers
- Automatic sharing of dispatch details including weight, number of bags, and vehicle information
- Instant sharing of QC reports with farmers immediately after quality checks
- Automated issuance of debit notes and final farmer ledger after QC finalisation
- Complete message traceability linked with contracts, dispatches, QC records, and accounting
Impact: Enabled transparent, real-time communication with farmers and vendors, reducing follow-ups and disputes
Transport Management
- Maintain vehicle and driver details for all movements
- Schedule pickups from farms or storage locations
- Record weighment and quality checks at loading points
- Track transport costs for each movement
- Manage transport TDS and complete transport history.
Impact: Better transport visibility with accurate cost tracking, controlled dispatches, and complete movement history across farm-to-storage logistics
Access Complete Contract & Field Data in One Portal
- Central portal for farmer data, contracts, visits, and field updates
- Integration with Contract Farming and Cold Storage
- Real time visibility for managers and field teams
Impact: Unified visibility across contracts, fields, and storage through a single portal, enabling faster decisions and better coordination between field teams and management
Vendor & Purchase Management
- Streamlined vendor registration process
- Vendor/Broker Portal for direct PO and dispatch entry
- GRN linked with dispatch and purchase orders
- Vendor bills, debit notes, and rejection tracking
Impact: Faster procurement cycles with improved vendor accountability
Inventory & Packaging Control
- Multi-warehouse and location configuration
- Lot and serial tracking with barcode-based movements
- Incoming and outgoing stock transfers
- Packaging-level inventory management
Impact: Improved deal tracking and complete customer financial transparency
Gate Entry & Gate Pass Management
- Automated gate entry for inward materials
- Outward gate pass tracking for dispatch, returns, and samples
Impact: Stronger control over material movement and facility security
Sales & CRM Management- Visual sales pipeline and opportunity tracking
- Email, SMS, and WhatsApp integrations
- e-Invoice and e-Way Bill generation (GST compliant)
- Sales contract management and full customer ledger visibility
Accounting & Compliance
- Chart of accounts, fiscal positions, journals
- Bank statement reconciliation
- Asset management and depreciation
- Audit trail and lock for audited entries
- Financial reports: Balance Sheet, P&L, Trial Balance, GST, TDS, General Ledger, Aged Payables/Receivables
Export & Foreign Trade Management
- Export document management
- Incoterms and container tracking
- Barcode-based container loading
- Automated document generation: Commercial Invoice, Export Invoice, Packing List, WaySlip, RoDTEP, VGM
- Duty Drawback support
- Currency forward booking linked to sales orders
Production Management
- Production planning and monitoring for potato processing and potato flakes manufacturing
- Consumption booking at packaging level
- Semi-production handling
- Wastage and scrap recording with reason codes
- Automatic batch/lot assignment
Impact:
Better control over the potato flakes production process, accurate consumption tracking, clear visibility of semi-finished goods, reduced wastage, and complete batch traceability
Store & Resource Management
- Multi-stage approval process for material requests
- Issue vs return comparison tracking
- Equipment usage monitoring
- Damage accountability and tracking
Impact:
Controlled internal resource allocation with reduced losses
Quality Check Management
- Integrated QC workflow with inventory and production
- Configurable parameters such as moisture, weight, and grade
- Pass/fail routing and rejection handling
- Detailed QC logs and reporting
Impact:
Consistent quality standards with complete inspection history
Visitor Management System
Digital check-in and check-out for facility visitors
Impact: Improved plant-level security and monitoring
Results Achieved
- 360-degree operational visibility across farming, procurement, production, exports, and finance
- Real-time inventory and lot traceability
- Streamlined GST and export compliance
- Significant reduction in manual documentation
- Stronger collaboration through farmer and vendor portals
- Data-driven decision-making with executive-level reports
Conclusion
By implementing a fully integrated ERP ecosystem, GreenFay Farm Foods Pvt. Ltd. transitioned from fragmented processes to a connected, transparent, and compliance-ready operation.
From seed contracts to export shipments and financial reporting, every function now operates with clarity, accountability, and real-time control.
If you’d like, I can also prepare a shorter, lead-focused website version that highlights measurable impact in a sharper, more persuasive format.
